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Maintain Staff

Each visitor specifies the staff member they are meeting with when they register. Once the staff member has been specified the following can be determined:

The label that will be printed. The managing director may want a different label for their visitors or some staff members maybe in a restricted area and the visitor label will need to highlight this fact.
The health and safety requirements. These may differ between staff members and the department they work within.

Also, once the visitor has registered an email can be sent informing the staff member that they have arrived.

Staff details can be input and maintained in four ways:

Directly using the maintain screen below.
Maintained in an CSV file (Microsoft Excel) and uploaded.
Downloaded from the active directory.
Custom Staff load - a routine that is written to load details from a specific data source whether that be Excel (from say PeopleSoft) or an existing SQL data source

Opening Maintain Staff (File>Maintain Staff)

Below is a screen shot shot of the Maintain Staff screen.

The name of the current site is shown at the top of the data grid – in this example the site is ‘Head Office’.

Active	When ticked the staff member can be selected from the Self Registration. If not ticked they don't appear in this list. This box is used as when downloading from active directory, depending how well the directory is maintained, there can be many entries that are obsolete. This box is used to ignore these entries.
UserID*	UserID of the staff member. The staff member uses this user id to log on to the web based system to print reports. Optional.
Name*	The staff members name.
Title*	The title of the staff members. Optional.
Department*	The staff members department. Optional. If not supplied then the company health and safety and label templates are used.
Phone*	The contact office phone number. Optional.
Mobile*	The contact mobile phone number. Optional.
Email*	The email addrress. Optional. If specified, is used to send an email message to the staff member when the visitor arrives.
Label Template	The name of the label template used to print the visitor label. Optional. This template can then be specific to the staff member. If not specified then the visitor label template of the department the staff member belongs to is used.
Open	A button, when clicked opens the label template using the VisitorRego report writer. This template can then be modified/maintained to reflect the labeling requirement of the user.
Health Safety	The file name of the health and safety requirements to be shown. An example of this is, a staff member could be entered as 'Contractor' and all contractors are instructed to register meeeting 'Contractor'. The health and safety requirements shown would then be specific to contractors.
Open	A button, when clicked opens the file contianing the Health and Safety requirements.
Maintain By VR	Set this flag if the staff member details are only to be maintained within VisitorRego.NET. With this flag selected the upload process won't touch this record. This flag allows a staff member to add and maintained and not be effected by a scheduled staff load from AD, CSV or custom load.

*fields that can be maintained within the active directory or CSV file

To add a staff member:

1. Click in a new row - the row indicated by an * in the row selection box.
2. Type the details of the new staff member. When the row is exited from the database will be updated.

To change a staff member:

1. Click in the cell to be changed and make the changes as required. When the row is exited from the database will be updated.
2. If you also maintain data from the system active directory or CSV file take care when maintaining staff data using VisitorRego. Those fields indicated by the * will be overwritten each time data is updated from the active directory or CSV file. If a record is to be maintained totally within VisitorRego then set the 'Maintain By VR' flag.

To delete a staff member:

1. Click on the row (using the row selector) of the staff member to be deleted. This highlights the row. Press the delete key to delete the staff member.
2. Several records can be deleted at the same time. To delete a series of records click on the first staff member to be deleted, hold the the <shift key> while clicking the last staff member in the selection to be deleted. This highlights the selection of staff to be deleted. Then press the <Delete> key to delete the records.
3. Groups of staff members that are not in consecutive order can also be deleted. Click the first staff member to be deleted, hold the <ctrl key> while clicking the other staff members to be deleted. This highlights the selection of staff to be deleted. Then press the <delete> key to delete the records. Take care, once deleted the records are gone!

Extraneous Data:

Some data sources contains data that is revalent to VisitorRego i.e. you don't want to be showing visitors and letting them select data that is irrelevant, out of date or just wrong. By unchecking the 'Active' box by the entry it won't appear in the staff list drop down box and as such the visitor never sees this data.

The problem with doing this - is the next time the data is loaded from the data source the 'Active' box will checked and the entry will shown in the drop down. To stop this happening also check the box labeled 'Maintain by VR'. With this box cheked this entry will be ingored by the upload process and the 'Active' flag will as set.

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